Financial Forms

Forms

Purchase Card Request

  • Use for purchases under $2,499; supplies and equipment from local or online stores, local restaurant takeout or delivery, catering (from approved vendors) printing, gifts/gift cards.
  • Cannot be used for travel (except Dartmouth Coach), dine-in meals, alcohol.
  • Complete purchase card policy
  • Deadline: request by 1 p.m., one business day ahead.

Business Expense Reimbursement Request

  • Use to reimburse for all out-of-pocket expenses.
  • Complete all information on the form and attach itemized/detailed receipts.

Cash Advance Request

  • Use for meals in restaurants, travel, alcohol, meal allowances/buyouts for a band, etc.
  • For advances up to $500, request by 1 p.m., two business days ahead.
  • For advances higher than $500, request two weeks ahead.

Cash Prize Request

  • Requesting cash prizes for current Dartmouth students only.

Charitable Donation

  • Use this form to request a donation check to a charity.
  • Funds for this check must come from verifiable profits from a fundraiser.

Check To Vendor Request

  • Use when requesting a check to an outside vendor.
  • Include an invoice from the vendor and submit as soon as possible.

Current Dartmouth Student, Lump Sum Payment

  • Payments to students must be paid through Payroll, which requires the student’s I-9 Form to be on file at the Payroll Office in advance of beginning work.
  • Refer to the Financial Procedures Guide for information on whether the student should be paid with a lump sum or by hourly payment.
  • Used for “on-call” and similar type of flexible work performed.

Current Dartmouth Student, Hourly Payment

  • Payments to students must be paid through Payroll, which requires the student’s I-9 Form to be on file at the Payroll Office in advance of beginning work.
  • Refer to the Financial Procedures Guide for information on whether the student should be paid with a lump sum or by hourly payment.
  • Used when hours worked can be tracked and confirmed.

Current Dartmouth Employee, Payment

  • Use to pay a Dartmouth employee for a performance or “other” service.

DA$H Sheets For Collis Organizations

  • Use this to record nine-digit DA$H numbers at fundraising events.

Funding Verification Form

  • Use to provide proof of pending funds from non-COSO sources.

Gift and Gift Card Recipient Report

  • Use this to report recipient of gift cards or of gifts (tangible items) valued at $50 or more.

Governing Boards Co-Sponsorship Funding Transfer Request

  • This form can be used by Programming Board, Collis Governing Board, Student Assembly, and SPEC.
  • Fill out this form to allow transfer of money from your account to the organization being funded.

  • When paying an Unaffiliated Contracted Service, the individual needs to complete and sign this form.
  • Form requires signature of a staff member in Student Involvement — students are not authorized to sign contracts.

Internal Funds Transfer Request

  • Use this form to move funds from your organization's account to another Dartmouth organization or department’s account.

IRS Form 8233

  • If you are paying an individual who is NOT a resident of the United States, you will need to indicate the country of citizenship, along with their VISA status and their length of stay in the U.S. The individual must have a valid U.S. social security number to be paid.

IRS Form 8233 Instructions

  • The U.S. has tax treaties with numerous countries that allow the College to not withhold federal taxes from these payments. If the individual you are paying is from one of these countries, they need to complete the IRS form 8233 so the College will not withhold federal taxes.

  • Vendors and independent contractors receiving payment must be listed in the Dartmouth vendor database. If they are not already in the database, they need to complete this form. Check with Cathy or Diane to see if this is needed for the vendor or contractor you are paying.  Also include  

  • Use to order office supplies for your organization.

  • When paying an Unaffiliated Performer, the individual needs to complete and sign this contract. 
  • Contract requires signature of a staff member in Student Involvement — students are not authorized to sign contracts.

Purchase Order Request

  • Use when a purchase order is required by a vendor before service or product will be provided.
  • Include the official quote from the vendor.
  • Submit as soon as possible upon receipt of quote.

Purchasing Movie Rights

  • When showing a movie on campus (any showing that is not in your home or room) you must purchase the ‘screening rights’ for the film from the distributing company. 

Tour Manager Receipt

  • Used to record meal allowances/buyouts for performers.

Travel Contact Information

  • Our emergency procedures require that we keep information on student organization out-of-town trips, so we can contact you in the event of an emergency. Please send this form before you leave campus.

Travel Credit Card

  • The travel card is used primarily for making hotel reservations on sites such as hotels.com. The travel card cannot leave our office.

Travel Office Authorization

  • Before you contact Travel Leaders to make reservations, Collis Center for Student Involvement needs to provide them with advance noticethat you will be contacting them and that you are authorized to make travel arrangements. Send us the information so we can forward it to Travel Leaders for you.

Treasurer Authorization Agreement For Student Organizations

  • Use to authorize Treasurer access to funds in organization’s account
  • Required to be filled out at the beginning of each term.
  • The Treasurer must be on-campus for the duration of the term indicated. 

Unaffiliated Contracted Service

  • Use this form to pay an individual, not affiliated with Dartmouth College, for a professional service (not a performance).
  • Include Independent Contractor Form

Unaffiliated Honorarium Request

  • Use this form to pay an individual, not affiliated with Dartmouth College, for a service (not a performance) that is normally rendered without charge and is a one-time payment.

Unaffiliated Performer

  • Use to pay a person not affiliated with Dartmouth for a performance.
  • Include a signed copy of performer’s contract.